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The organisation struggled with time-consuming manual volunteer coordination, slow response times, complex compliance requirements, and inadequate data security while supporting vulnerable individuals in police custody.
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We developed a bespoke case management system with intelligent volunteer matching, mobile accessibility, integrated communications, digital forms, secure architecture, and comprehensive reporting capabilities.
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The system delivered faster response times, administrative time savings, 100% compliance, increased volunteer satisfaction, and capacity to handle more cases with the same staff.
Customer challenges
Our team recently developed a comprehensive Case Management and Rota System for an service provider in this sector. This organisation supports vulnerable individuals, such as young people and adults with mental health needs, during police custody.
This case study explores the unique challenges the team faced, the solutions we implemented, and how similar approaches might benefit organisations in related sectors.
The brief
Our team developed a bespoke Case Management and Rota System using the Laravel framework, a powerful PHP-based platform known for its flexibility and scalability.
The system was designed to streamline the complex workflows involved in supporting vulnerable individuals through the criminal justice process.
Key features include:
Volunteer availability tracking and matching
Real-time booking management
Digital referral forms with secure data handling
Comprehensive reporting and analytics
These features proved essential for maintaining a seamless, legally compliant support service that reduced administrative burden while improving service delivery.
The solution
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1. Complex Workflow Management
We developed dynamic workflow capabilities to manage varying case types, ensuring that each case received the appropriate level of support based on its specific requirements.
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2. Legal Compliance and Data Security
We implemented comprehensive data encryption, role-based access controls, and secure audit trails to maintain confidentiality and accountability.
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3. Availability and Rota Management
Our real-time rota system efficiently matches volunteers based on availability, location, and required skills. This reduced response times , dramatically improving service quality and compliance with statutory response time targets.
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4. Flexible Form Management
Our approach included a flexible form builder, allowing the service provider to create and update forms without requiring developer intervention. This empowered non-technical staff to adapt quickly to changing requirements, saving thousands of pounds in ongoing development costs.
Other applications
Community Health Teams: Coordinate home visits, track patient interactions, and manage referrals across multidisciplinary teams.
Mental Health Crisis Response: Deploy qualified staff quickly based on expertise, location, and availability.
Care Coordination: Manage complex care pathways for patients with multiple conditions requiring diverse specialist involvement.
Medical Volunteer Management: Schedule medical volunteers for community clinics, health outreach, and disaster response.
Social Services
Family Support Services: Track interventions, coordinate multi-agency support, and manage safeguarding processes.
Homelessness Outreach: Schedule street outreach teams, log interactions, and coordinate access to services.
Youth Services: Manage mentor matching, track engagement activities, and monitor outcomes.
Adult Social Care: Coordinate care visits, manage assessments, and track service delivery across regions.
Charity and Voluntary Sector
Food Banks: Manage volunteer rotas, track inventory, and coordinate deliveries.
Befriending Services: Match volunteers with service users based on needs, interests, and availability.
Community Transport: Schedule drivers, optimise routes, and track mileage claims.
Crisis Support Lines: Manage volunteer shifts, record call information, and ensure regulatory compliance.
Emergency Response and Disaster Relief
Rapid Deployment Teams: Coordinate emergency responders based on skills, location, and availability.
Resource Allocation: Track distribution of supplies and support services during crisis situations.
Volunteer Management: Schedule and coordinate large numbers of spontaneous volunteers during disasters.
Inter-agency Coordination: Facilitate communication and resource sharing between multiple responding organisations.
Legal Support Services
Pro Bono Coordination: Match legal professionals with cases based on expertise and capacity.
Court Support Services: Schedule court companions and witness support volunteers.
Legal Advice Clinics: Manage appointment scheduling and case recording.
Translator/Interpreter Services: Coordinate language support for legal proceedings.
Education Support
Special Educational Needs: Coordinate specialist interventions across multiple schools.
Tutoring Programmes: Match tutors with students based on subject needs and availability.
Extra-curricular Activities: Manage volunteer instructors for after-school programmes.
Parent Support Groups: Schedule facilitators and track participation.
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